EOI Assistant Staff Officer

Purpose of the Post

The position of Assistant Staff Officer encompasses both managerial and administrative responsibilities which include the following:

Administration

• Ensure the efficient day-to-day administration of area of responsibility.
• Ensure deadlines are met and that service levels are maintained.
• Ensure an even distribution of workload among team, taking into account absence due to annual leave etc.
• Support the preparation and issuing of office documentation (correspondence, reports, etc) to the highest possible standard by monitoring and reviewing team work to ensure quality and accuracy.
• Use appropriate technology to ensure work is completed to a high standard.
• Ensure that archives and records are accurate and readily available.
• Maintain confidentiality of documentation, records, etc.
• Ensure line management is kept informed of issues.
• Ensure that the service is kept informed and that their views are communicated to middle management.
• Organise and attend meetings as required.
• Take minutes at meetings and prepare for circulation following meeting.
• Support, promote and actively participate in sustainable energy, water and waste initiatives to create a more sustainable, low carbon and efficient health service.

Customer Service

• Promote and maintain a customer focused environment including monitoring efficiency of service provided by the team and notifying supervisor of any deficiencies.
• Ensure that service users are treated with dignity and respect.
• Act on feedback from service users/customers and report same to supervisor.

Human Resources / Supervision of Staff

• Supervise and ensure the well-being of staff within own remit.
• Manage the performance of staff.
• Co-operate and work in harmony with other teams and disciplines

Service Delivery and Improvement

• Implement agreed changes to administration of the service.
• Encourage and support staff through change processes.

Standards, Policies, Procedures and Legislation

• Maintain own knowledge of relevant employer policies, procedures, guidelines and practices, to perform the role effectively and to ensure current work standards are met by own team.
• Maintain own knowledge of relevant regulations and legislation e.g. Financial Regulations, Health & Safety Legislation, Employment Legislation, FOI Acts etc.
• Ensure consistent adherence to procedures within area of responsibility.
• Have a working knowledge of the Health Information and Quality Authority (HIQA) Standards and other standards as they apply to the role for example, Standards for Healthcare, National Standards for the Prevention and Control of Healthcare Associated Infections, Hygiene Standards etc. and comply with associated employer protocols for implementing and maintaining these standards.

The above Job Specification is not intended to be a comprehensive list of all duties involved and consequently, the post holder may be required to perform other duties as appropriate to the post which may be assigned to them from time to time and to contribute to the development of the post while in office.